How Can I Warn Employees About Internet Misuse Without Sounding Too Harsh?

I need to send a warning letter to all my employees about "Internet Misuse." Please help me with that. The letter should be in a cool manner, not very harsh. Please assist.

Thanks in advance.

Regards

Thank you, Sayeed. Your information is very valuable. However, I need a 5-line letter body like:

Dear Employees,

The internet usage in the company is the property of the company. Some of our employees are misusing the internet access. These types of activities are strictly prohibited. Therefore, all employees are requested to use the internet properly within the company premises. If anyone is found misusing internet access, the company will take action up to termination of employment.

Please provide me with the proper letter format based on the above information.

Thanks in advance,

Bharath

Internet Usage Policy: Clarity and Enforcement

A 5-line letter is not sufficient to address the problem. Management needs to articulate a clear policy on internet usage, specifying what is and is not allowed. If internet usage is to be strictly for business use only, then state it clearly. However, your policy must explicitly outline what is not allowed, such as checking private email, sending jokes, long-winded PowerPoint presentations of pretty cats, using Facebook, checking job portals, searching for property, internet shopping, etc.

Employees also need clear direction on what they can and cannot do. Only then can you take action when they break the rules. You can also direct the IT department to block access to certain sites like Facebook, Hotmail, Yahoo, Amazon, etc.

Dear All Employees,

Internet usage on the company premises is the property of the company. It has come to our notice that some employees are misusing this internet facility. These types of activities are strictly prohibited. Therefore, all employees are requested to use the internet appropriately and solely for official purposes. If anyone is found misusing this facility in the office, strict action will be taken against that employee, up to and including termination of employment with the company.

I would suggest that a policy letter on the use of the internet be circulated. The IT department can configure the system in such a way that gaming sites, Facebook, etc., are blocked. The policy letter should be clear and specific about restrictions on accessing entertainment sites, inappropriate sites, personal emailing, messaging, etc. Permission to download from sites can be kept with the system administrator. After explaining the company policy, if someone is still trying to bypass or misuse it, then a general circular can be issued about attempts being made to violate company policy or even a warning letter to a specific person.